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Privacy Policy

INTRODUCTION

At Syscom Media LLP, we are committed to safeguarding your privacy and ensuring that any personal information you provide is handled securely and responsibly. If we request certain details that can identify you while you use our website or services, rest assured that such data will only be used in accordance with this Privacy Policy. Syscom Media LLP, a registered Limited Liability Partnership based in Delhi, India (LLPIN: ACK-1544), may revise this policy periodically by updating this page. We encourage you to review it from time to time to stay informed about any updates.

DEFINITIONS

For the purposes of this Privacy Policy:

“Personal Data” refers to any information relating to an identifiable individual, as defined under Section 2(t) of the Digital Personal Data Protection Act (DPDP Act), 2023.
“Processing” means any activity performed on Personal Data, such as its collection, recording, organization, storage, use, disclosure, transfer, alteration, or deletion.
“Data Principal” means the individual whose Personal Data is collected or processed.
“Data Fiduciary” refers to Syscom Media LLP, which determines how and why the Personal Data is processed.
“Sensitive Personal Data” includes financial details, login credentials, identification numbers, and other information categorized as sensitive under applicable laws.
“Cookies” are small data files stored on your device to enhance functionality, analyze usage, and improve your browsing experience, as further described in our Cookie Policy.

3. SCOPE AND APPLICABILITY

This Privacy Policy applies to all Personal Data that Syscom Media LLP collects, receives, or processes in connection with its business operations, including:

Information provided directly through our website, contact forms, email communication, or service agreements;
Data obtained from publicly available sources, client referrals, or authorized third-party service providers acting on our behalf;
Information processed during digital marketing, analytics, recruitment, support, or project delivery activities.

This Policy does not apply to:

Aggregated, anonymized, or de-identified data that cannot identify an individual;
Third-party websites or external services linked to or integrated with our website, which operate under their own privacy policies.

4. LEGAL BASIS FOR PROCESSING

Syscom Media LLP processes Personal Data based on one or more of the following lawful grounds:

Consent: When you have given clear permission for your data to be processed for a specific purpose.
Contractual Necessity: When processing is necessary for fulfilling an agreement or providing requested services.
Legal Obligation: When required to comply with applicable laws or regulatory authorities.
Legitimate Interests: When processing supports business activities such as analytics, service improvement, or fraud prevention, provided these interests do not override your fundamental privacy rights.

All consents obtained are securely recorded and can be withdrawn by you at any time, as outlined under Section 7 of the DPDP Act.

Information We Collect & How We Use It

5. Categories of Personal Data Processed

a) Data You Provide Voluntarily:

This includes details such as:

Full name, company name, designation, and contact details (email address, phone number);
Billing, invoicing, and payment information;
Business inquiries, project details, and related communication;
Files, documents, or materials you share for service delivery.

b) Data Collected Automatically:

When you browse our website or interact with Syscom Media LLP’s digital platforms, we may automatically collect:

IP address, device identifiers, operating system, and browser type;
Approximate location inferred from your IP address;
Website navigation activity, clickstream data, and engagement metrics;
Cookies, pixels, and other tracking technologies (explained in our Cookie Policy).

6. Purpose of Processing

We use your Personal Data to deliver, enhance, and secure our services, including:

Responding to inquiries, quotations, and service requests;
Managing projects, accounts, payments, and client relationships;
Providing and improving our marketing, web design, and development services;
Enhancing user experience and website performance;
Sending newsletters, updates, and promotional offers (with your consent);
Conducting analytics, performance assessments, and campaign optimization;
Detecting and preventing fraud, unauthorized access, or unlawful activity;
Meeting legal, contractual, and regulatory requirements.

7. DISCLOSURE AND TRANSFER OF PERSONAL DATA

Syscom Media LLP does not sell or rent Personal Data to third parties. We may, however, share limited data with:

Trusted service providers who assist in hosting, customer relationship management (CRM), payment processing, analytics, or IT support;
Legal, governmental, or regulatory bodies when required under applicable law;
Entities involved in mergers, acquisitions, or business restructuring, subject to confidentiality protections.

Cross-Border Transfers: Where data is transferred outside India (for example, to service providers or marketing platforms), such transfers are conducted in compliance with Section 16 of the DPDP Act and are safeguarded through Data Processing Agreements, Standard Contractual Clauses, or equivalent legal frameworks.

8. DATA RETENTION

Syscom Media LLP retains Personal Data only as long as necessary for the purposes for which it was collected, subject to legal or regulatory requirements. Typically, this means:

Retaining records for up to the last engagement, unless longer retention is required for compliance or dispute resolution;
Secure deletion, anonymization, or archival once data is no longer needed for business or legal purposes.

9. SECURITY MEASURES

Syscom Media LLP employs Reasonable Security Practices and Procedures as prescribed under Rule 8 of the SPDI Rules, which include:

Encryption of data in transit (using SSL/TLS) and at rest;
Firewalls, antivirus protection, and intrusion detection systems;
Access controls with role-based permissions;
Secure data storage and backup mechanisms;
Regular vulnerability assessments and security audits to ensure data integrity and protection.

10. Data Breach Notification

Syscom Media LLP prioritizes the security of all Personal Data in its possession. In the unlikely event of a data breach, unauthorized access, or accidental disclosure of Personal Data, Syscom Media LLP will take prompt action to mitigate potential harm. In accordance with Section 8(6) of the Digital Personal Data Protection Act, 2023, we shall:

Investigate the incident immediately upon detection;
Notify the Data Protection Board of India and other relevant authorities, where legally required;
Inform affected individuals, where applicable, providing details about the nature of the breach, the type of data involved, and the remedial measures undertaken; and
Take corrective steps to prevent recurrence, such as strengthening access controls, revising security measures, or retraining personnel.

If you suspect any unauthorized access or misuse of your data, please notify us promptly at contact@syscommedia.com.

11.Marketing Communications & Anti-Spam

Syscom Media LLP maintains a strict Anti-Spam Policy for all its communication channels, including email, SMS, and WhatsApp marketing. We do not support or engage in the practice of sending unsolicited messages or promotional content to individuals who have not expressly opted in to receive such communications. All marketing messages and newsletters are sent only to users who have subscribed, contacted us directly, or otherwise consented to receive information from Syscom Media LLP. If you believe you have received any unsolicited or unauthorized email from our systems or on behalf of Syscom Media LLP, please report it immediately to contact@syscommedia.com. When reporting, kindly include:

Your email address or phone number that received the message,
The approximate date and time you received it, and
(If possible) a copy or screenshot of the message.

Upon verification, you may choose either to:

Report the incident and continue receiving legitimate communication from us, or
Request that your contact details be permanently removed from our mailing lists.

Syscom Media LLP takes such reports seriously and will promptly investigate and take appropriate action to maintain compliance with our Anti-Spam standards.

12. COOKIES AND TRACKING TECHNOLOGIES

When you visit or interact with Syscom Media LLP’s website, we may store small files called “cookies” on your device. Cookies help us improve your browsing experience, enable certain website features, and allow us to understand how our site is used. Most web browsers automatically accept cookies, but you can configure your browser to block or delete them. Please note that if cookies are disabled, certain features—such as maintaining a session or accessing personalized content—may not function correctly. Cookies and similar tracking technologies may also be used by our service providers or online partners to link your activity on our website with other information they hold about you, which may include your email or physical address. This helps us provide relevant services and marketing communications. We use cookies for purposes including:

Essential cookies: Required for basic website functionality;
Analytics cookies: To monitor website performance and user behavior;
Marketing cookies: To deliver personalized advertising or promotional content;
Third-party cookies: Used by platforms like Google Analytics, Facebook Pixel, or advertising networks to analyze traffic and campaign effectiveness.

By continuing to use our website, you consent to our use of cookies in accordance with this Privacy Policy.

13. Personally Identifiable Information (PII) and Third-Party Sites

Personally Identifiable Information (PII)

At Syscom Media LLP, we define Personally Identifiable Information (PII) as any information, or combination of information, that identifies, links to, or is unique to an individual. PII is categorized into:

Sensitive PII: Information that, if lost or compromised, could lead to harm or identity theft. Examples include:
- Social Security Number (SSN) or government-issued IDs
- Date and place of birth
- Personal email or mailing address
- Cell phone number
- Employment details
Non-sensitive PII: Publicly available or business-related information. Examples include:
- Office location
- Business phone number
- Business email address

This applies both to clients and clients’ customers whose data we may handle.

Handling of Sensitive PII

Syscom Media LLP follows strict procedures to protect sensitive PII:

Sensitive PII is never transmitted via unencrypted email or unsecured communication tools.
Such data is stored and shared only through secure cloud platforms (e.g., Google Drive) with encryption enabled.
Access to sensitive PII is restricted to authorized personnel working on specific tasks.
Personal devices (laptops, phones) are not permitted for accessing sensitive PII.
If sensitive PII is received through insecure channels, it is promptly moved to a secure cloud platform, and any local copies are deleted.
Once sensitive PII is no longer required, all data is permanently deleted.
If local storage of sensitive PII is necessary, the storage device must be encrypted to ensure data security.

Third-Party Sites

Our website may contain links to external websites. Syscom Media LLP is not responsible for the privacy practices, content, or policies of these third-party sites. Before providing any personal or sensitive information on an external website, please review their privacy policies. Any disclosure of personal information on such sites is your responsibility.

14. International Data Processing

Syscom Media LLP may use third-party service providers or platforms located outside India to facilitate certain operations, such as:

Cloud storage and hosting;
Email and communication tools;
Advertising, analytics, and marketing services (e.g., Google Ads, Meta, LinkedIn, HubSpot).

When Personal Data is transferred outside India, such transfers are carried out in compliance with Section 16 of the Digital Personal Data Protection Act, 2023, ensuring:

Transfers are made only to countries or entities that maintain adequate data protection safeguards;
The existence of valid contractual clauses, Data Processing Agreements (DPAs), or equivalent legal frameworks; and
Continued protection of your Personal Data to the same standard required under Indian law.

By using our website and services, you acknowledge and consent to the transfer and processing of your Personal Data outside India as described in this section.

15. Consent Management & Record-Keeping

Syscom Media LLP ensures that all collection and processing of Personal Data are done with explicit and verifiable consent in accordance with Section 7 of the Digital Personal Data Protection Act, 2023. Our consent management process includes:

Obtaining consent through clear and affirmative actions (e.g., form submissions, checkboxes, or written agreements);
Storing digital records of consent, including the date, time, and purpose for which consent was obtained;
Providing users the option to review, modify, or withdraw consent at any time through email requests sent to contact@syscommedia.com; and
Ensuring that withdrawal of consent does not affect the lawfulness of data processing prior to such withdrawal.

All consent-related records are securely stored for audit and compliance purposes in accordance with Rule 8 of the SPDI Rules, 2011, and relevant sections of the DPDP Act, 2023.

16. Controlling Your Personal Data / User Rights

At Syscom Media LLP, we respect your privacy and give you control over your Personal Data. In accordance with applicable law, you have the following rights:

Access Your Data — You can request access to the Personal Data we hold about you.
Rectification — You have the right to request correction of any inaccurate, incomplete, or outdated information.
Erasure — You may request deletion of your Personal Data, subject to any legal, contractual, or regulatory obligations that require us to retain it.
Withdraw Consent — You can withdraw previously given consent for processing your Personal Data at any time.
Data Portability — You may request a copy of your Personal Data in a machine-readable or portable format.
Restrict or Object to Processing — You can choose to restrict how we use your Personal Data, including opting out of marketing communications.

How to Exercise Your Rights

To exercise any of these rights, please contact us at: Email: contact@syscommedia.com Phone: +91-9315676774 Mailing Address: B-29, Third Floor, Wazirpur Industrial Area, Ashok Vihar, Delhi — 110052, India We will respond to your request as soon as reasonably possible and in accordance with applicable laws. Certain requests may require verification of your identity to ensure the protection of your data.

17. Children’s Privacy

Our services are not intended for individuals under the age of 18 years. Syscom Media LLP does not knowingly collect Personal Data from minors. In the event that Personal Data from a minor is inadvertently collected, we will promptly delete such information from our records. If you believe we may have collected data from a minor, please contact us immediately at contact@syscommedia.com.

18. Amendments

Syscom Media LLP reserves the right to update or amend this Privacy Policy at any time. Significant changes will be clearly communicated through updates on our website, and where feasible, via direct notice to affected users. We encourage you to periodically review this Privacy Policy to stay informed about how we protect your Personal Data.

19. Governing Law & Jurisdiction

This Privacy Policy is governed by and construed in accordance with the laws of India. Any disputes arising in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the competent courts at New Delhi, India.

20. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or the processing of your Personal Data, you may contact us:
Syscom Media LLP Address: B-29, Third Floor, Wazirpur Industrial Area, Ashok Vihar, Delhi — 110052, India
Email: contact@syscommedia.com
Phone: +91-9315676774